When a staff member leaves, there are two things you must check before deactivating their Salesforce account. Deactivating first could break the connection between Public House and Salesforce or your cloud storage — causing disruptions for everyone.
Before You Start
Revoking access involves Salesforce and your cloud storage. You may need to involve different people:
- Salesforce access: Requires a System Administrator or a user with "Manage Users" permission.
- Cloud storage access: Requires an admin for your organization's Google Drive, Dropbox, Box, or AWS account.
Tip: Setting up a new staff member? See Setting Up New Staff for steps.
Step 1: Check Public House Authorization
Before deactivating the user, check whether they are the person who authorized Public House to communicate with Salesforce.
Go to: Public House App → PH Setup → Authorization
- If the departing staff member is not listed: No action needed here. Proceed to Step 2.
- If the departing staff member is listed: A new authorized user must sign in and re-authorize Public House before you deactivate the departing user. Have the new authorized user go to PH Setup → Authorization and follow the prompts to sign in and grant access.
Note: The new authorized user must have all standard Public House permission sets assigned before they can complete authorization. See Permission Sets Reference for the complete list, or Setting Up New Staff for the full setup workflow.
Step 2: Check Cloud Storage Authorization
Next, check whether the departing staff member set up your organization's cloud storage connection.
Go to: Public House App → PH Setup → Cloud Storage
- If the departing staff member is not listed: No action needed here. Proceed to Step 3.
- If the departing staff member is listed: The cloud storage connection must be reconfigured before you deactivate them. Follow the steps below for your storage platform.
Google Drive
[Steps to come]
Dropbox
[Steps to come]
Box
[Steps to come]
AWS (S3)
[Steps to come]
Step 3: Deactivate Their Salesforce User
Once the checks above are complete, follow Salesforce's guide to deactivate the user.
Deactivating a Salesforce user does not automatically remove their cloud storage access. Complete Step 4 as well.
Step 4: Remove Cloud Storage Access
Remove the departing staff member from your cloud storage applications folder.
Google Drive, Dropbox, or Box
- Log into your cloud storage platform.
- Navigate to your applications folder.
- Open the sharing or access settings.
- Find the departing staff member's email address and remove their access.
AWS (S3)
- Go to AWS IAM and navigate to Users.
- Select the departing staff member's IAM user.
- Go to the Permissions tab and detach the policy you created when they were onboarded.
- If they no longer need AWS access at all, delete the IAM user entirely.
If you're unsure which policy to remove, look for one named after your applications folder or the staff member's name.